OUTSIDE FOOD/BEVERAGE REQUEST FORM

Outside Food/Beverage Request Form

Belmont University requires that food purchased or donated for events must be provided by a licensed food provider, and served in compliance with the established Food Safety Guidelines. Because Sodexo is the exclusive food provider for the University, outside food and beverages must receive approval by the Managing Director of Auxiliary Services.

Requests for outside food and beverages must be received at least fifteen (15) business days prior to the event start date by requesting the event through EMS WebApp, indicating in the booking notes the request for outside food, and submitting this form.

This is applicable, but not limited to: food donated for internal and external events, potlucks, food trucks, bake sales, and fundraisers involving the sale of food. Housekeeping fees may be assessed for events with approved outside food or beverages.

If a university department or organization is utilizing funding distributed from Belmont University on catering, these funds must be spent with Sodexo/Belmont Dining Services.

Requests must comply with the following guidelines:

- The sponsoring entity must be a university department or recognized organization.

- The programming must further the goals and mission of the university.

- The event is free to attend.

- The funding source for payment is not from a departmental budget, or from monies issued from the university for departmental or organizational use (these funds must be spent through our exclusive partnership with Sodexo).

- The event has obtained the approval of the Managing Director of Auxiliary Services at least 15 business days in advance.

- The event has been approved by the Office of University Scheduling through EMS (and in BruinLink if the requesting body is a student organization).

- Food purchased or donated must be provided by a licensed food provider to ensure safe food handling practices and to minimize risk and liability.

- Food purchased or donated complies with Belmont’s exclusive Pepsi contract (beverages provided must be Pepsi products).

- In compliance with Belmont’s commitment to environmental sustainability, bottled water cannot be served at events.

- Food prepared by college community members (employees and students) and served to college community members must be prepared in compliance with the Food Safety Guidelines.

Contact the Managing Director of Auxiliary Services at (615) 460-6388 with questions regarding this request.

* = required field

RESPONSIBLE PARTY

Request Date:*

MonthDayYear

Campus Sponsor:*

(University Department or Recognized Student Organization)

Belmont Event Representative:*

First NameLast Name

Representative Phone:*

Representative Email:*

EVENT INFORMATION

Event Name:*

Location of Event:*

Event Date:*

MonthDayYear

Event Time:*

:HourMinutesAM/PM Option

until

until :HourMinutesAM/PM Option

Expected Attendance:*

YesNo

If this event has not been approved by the Office of University Scheduling through EMS, unfortunately you cannot yet submit a request for outside food/beverage.

Please submit your event details through EMS WebApp or contact the Office of University Scheduling at scheduling@belmont.edu or (615) 460-6786 to have your event approved. Be sure to indicate the request for outside food/beverage in the booking notes field on EMS WebApp.

Thank you!

Reservation ID:*

Please enter the 6-digit EMS Reservation ID number found in the email confirmation from the Office of Event Services.

YesNo

If you have not indicated the request for outside food/beverage in the booking notes field of EMS WebApp, unfortunately you cannot yet submit a request for outside food/beverage.

Please contact the Office of University Scheduling at scheduling@belmont.edu or (615) 460-6786 to add these details.

Thank you!

YesNoThis not a student organization event.

If you are representing a recognized student organization and this event has not been approved by the Office of University Scheduling through the EMS WebApp and by the Office of Student Engagement in BruinLink, unfortunately you cannot yet submit a request for outside food/beverage.

Please follow up with your representative in the Office of Student Engagement regarding approval of your event through BruinLink.

Thank you!

YesNo

According to policy, if a university department or organization it utilizing funding distributed from Belmont University on catering of any form, these funds must be spent with Sodexo/Belmont Dining Services and may not be used on outside food and/or beverages.

Thank you!

YesNo

According to policy, any event that intends to utilize outside food and/or beverages must be free to attend.

Thank you!

Internal CommunityExternal CommunityBoth Internal & External Community

Why are you seeking approval for outside food/beverages at your event?*

Food will be donated by local vendors.Food will be purchased from local vendors.Food will be prepared by our department/organization.Food truck will serve food for our event.**Other

Please provide the name of the food/beverage provider (i.e. business or organization name):*

EVENT TYPE

Request for outside food/beverage for an internal event.Request for outside food/beverage for an external event hosted on Belmont's campus.Request for outside food/beverage for a departmental or organizational potluck.Request for outside food/beverage provided by a food truck.Request for outside food/beverage for a bake sale or event to generate funding for a department or organization.Other

YesNo

You must review and agree to Belmont University's Food Safety Guidelines prior to submitting this form.

Thank you!

Electronic Signature:*

Type your full name to serve as your acknowledgement of the information set forth herein.

** Please Note: requests to host a food truck on campus require that the food truck operator submit a separate request form, found here.